School Administrator & Operations Coordinator
Budget: $30 – $250 NZD
Job Description: School Administrator & Operations Coordinator
Position Type: Virtual Assistant (Remote)
Commitment: Average 20 Hours per Week (Flexible schedule)
Reporting to: Director (Kru Gab)
Location: Remote (Must be available for a weekly meeting)
1. Core Objective
To provide high-level administrative oversight for The Thai Yoga Massage School, ensuring that the student journey, the internship program, and event logistics run with 100% efficiency. You are the "anchor" that allows the Director to focus on teaching and clinical treatments.
2. Key Responsibilities
A. Student Enrollment & CRM Management
Inquiry Handling: Manage all incoming school leads via Wix, WhatsApp Business, and Email. Respond to course inquiries within 4-8 hours.
Onboarding: Send welcome packs, digital manuals, and "Health & Waiver" forms to new students.
Payment Oversight: Track deposits, send invoices via Wix/Accounting software, and follow up on outstanding balances for massages, courses and workshops.
Database Maintenance: Keep the student registry updated for accreditation and certification purposes.
B. Event & Logistics Oversight
Retreat Coordination: Liaise with the retreat organisors to ensure a smooth operation. Confirm bookings, catering requirements, and student dietary needs.
Travel Logistics: Send "Arrival Guides" to international students, coordinate airport transfers for the September/October intakes.
Studio Supplies: Monitor clinic and school inventory (oils, towels, herbal compresses) and place orders as needed.
SOPS: Develop and implement new SOPs for the school (including Enrollment & Onboarding SOP)
C. Internship Program Administration
Erasmus+ Management: Handle the paperwork for the Erasmus+ program (Learning Agreements, attendance logs, and university evaluations).
Recruitment Support: Post internship vacancies on ErasmusIntern.org and LinkedIn; conduct initial CV screenings and schedule interviews for the Director.
Intern Onboarding: Ensure interns have their "Welcome Letter," house rules, and weekly task lists before arrival.
Support Liason: Provide support before, during and after the program
D. General Operations
Calendar Management: Maintain the School’s master calendar (workshops, clinics, and retreats).
Monthly Sync: Prepare a brief status report for the mandatory monthly 60-minute meeting with the Director to review enrollment numbers and operational bottlenecks.
E. Institute (TYMI) Support
Membership: To promote membership contacting spas and clinics in Australasia. Handle membership and members enquires including the webportal
2027 Conference: Carry-on monthly tasks to prepare this event for 2027.
3. Required Skills & Tools
CRM/Web: Proficiency in Wix (or similar platforms like Squarespace/Shopify) and Google Workspace.
Communication: Exceptional written and verbal English (Spanish is a significant advantage for local logistics).
Systems Thinking: Ability to create "Checklists" and "SOPs" (Standard Operating Procedures) to make tasks repeatable.
Organization: Must be highly self-motivated and able to manage deadlines without constant supervision.
4. Exclusions (What this role is NOT)
To maintain focus on operations, this role does not include:
Marketing Strategy or Brand Positioning.
Managing Paid Ads (Meta/Google Ads).
Graphic Design or Video Editing.
Direct Teaching or Clinical Treatments.
5. About us
Join The Thai Yoga Massage School in the heart of Palma de Mallorca! We are an international training center relocating from New Zealand/Australia to Spain. We are looking to scale up our school to 100 students per year in 2027 and manage our 2026 events and general operations.
You can learn about us on:
Website - https://www.thethaiyogamassageschool.com/
Instagram - https://www.instagram.com/thethaiyogamassageschool/
Facebook - https://www.facebook.com/TheThaiYogaMassageSchool
Youtube - https://www.youtube.com/@TheThaiYogaMassage
Position Type: Virtual Assistant (Remote)
Commitment: Average 20 Hours per Week (Flexible schedule)
Reporting to: Director (Kru Gab)
Location: Remote (Must be available for a weekly meeting)
1. Core Objective
To provide high-level administrative oversight for The Thai Yoga Massage School, ensuring that the student journey, the internship program, and event logistics run with 100% efficiency. You are the "anchor" that allows the Director to focus on teaching and clinical treatments.
2. Key Responsibilities
A. Student Enrollment & CRM Management
Inquiry Handling: Manage all incoming school leads via Wix, WhatsApp Business, and Email. Respond to course inquiries within 4-8 hours.
Onboarding: Send welcome packs, digital manuals, and "Health & Waiver" forms to new students.
Payment Oversight: Track deposits, send invoices via Wix/Accounting software, and follow up on outstanding balances for massages, courses and workshops.
Database Maintenance: Keep the student registry updated for accreditation and certification purposes.
B. Event & Logistics Oversight
Retreat Coordination: Liaise with the retreat organisors to ensure a smooth operation. Confirm bookings, catering requirements, and student dietary needs.
Travel Logistics: Send "Arrival Guides" to international students, coordinate airport transfers for the September/October intakes.
Studio Supplies: Monitor clinic and school inventory (oils, towels, herbal compresses) and place orders as needed.
SOPS: Develop and implement new SOPs for the school (including Enrollment & Onboarding SOP)
C. Internship Program Administration
Erasmus+ Management: Handle the paperwork for the Erasmus+ program (Learning Agreements, attendance logs, and university evaluations).
Recruitment Support: Post internship vacancies on ErasmusIntern.org and LinkedIn; conduct initial CV screenings and schedule interviews for the Director.
Intern Onboarding: Ensure interns have their "Welcome Letter," house rules, and weekly task lists before arrival.
Support Liason: Provide support before, during and after the program
D. General Operations
Calendar Management: Maintain the School’s master calendar (workshops, clinics, and retreats).
Monthly Sync: Prepare a brief status report for the mandatory monthly 60-minute meeting with the Director to review enrollment numbers and operational bottlenecks.
E. Institute (TYMI) Support
Membership: To promote membership contacting spas and clinics in Australasia. Handle membership and members enquires including the webportal
2027 Conference: Carry-on monthly tasks to prepare this event for 2027.
3. Required Skills & Tools
CRM/Web: Proficiency in Wix (or similar platforms like Squarespace/Shopify) and Google Workspace.
Communication: Exceptional written and verbal English (Spanish is a significant advantage for local logistics).
Systems Thinking: Ability to create "Checklists" and "SOPs" (Standard Operating Procedures) to make tasks repeatable.
Organization: Must be highly self-motivated and able to manage deadlines without constant supervision.
4. Exclusions (What this role is NOT)
To maintain focus on operations, this role does not include:
Marketing Strategy or Brand Positioning.
Managing Paid Ads (Meta/Google Ads).
Graphic Design or Video Editing.
Direct Teaching or Clinical Treatments.
5. About us
Join The Thai Yoga Massage School in the heart of Palma de Mallorca! We are an international training center relocating from New Zealand/Australia to Spain. We are looking to scale up our school to 100 students per year in 2027 and manage our 2026 events and general operations.
You can learn about us on:
Website - https://www.thethaiyogamassageschool.com/
Instagram - https://www.instagram.com/thethaiyogamassageschool/
Facebook - https://www.facebook.com/TheThaiYogaMassageSchool
Youtube - https://www.youtube.com/@TheThaiYogaMassage